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Background Information:
In reviewing policy, Board Policy #2.804 – Expenses and Reimbursements – may need revising for clarity purposes.
Beginning on line 7, the policy states, “School personnel are encouraged to use county owned vehicles for overnight travel. If the employees choose to use their personal vehicle, reimbursement will be made for the cost of fuel.” Although an administrative procedure has been issued to clarify the intent of Board policy, many employees appear to believe that this particular policy applies only to overnight travel. To clarify this policy, I suggest that the following be added as a separate heading
DAY TRAVEL
“Day travel” is defined as any school related travel that begins and ends during a day and does not include trips that require overnight accommodations.
School personnel who incur expenses in carrying out their authorized duties will be reimbursed upon submission of approved vouchers and supporting receipts. School personnel are encouraged to use county-owned vehicles for all day travel outside the county limits of Obion. If employees voluntarily choose to use their personal vehicle for day travel outside the county limits of Obion, employees will be reimbursed based upon submitted fuel receipts. If the Supervisor of Transportation certifies in writing that a county-owned vehicle was not available for use, employees will be reimbursed in accordance with regulations and standards set by the Tennessee Department of Education, which is calculated at an approved rate per mile times the total number of miles traveled.
Employees will be reimbursed for day travel within the county limits of Obion in accordance with regulations and standards set by the Tennessee Department of Education, which is calculated at an approved rate per mile times the total number of miles traveled.
Staff Recommendation:
I recommend that the Board approve the amendment to Board Policy #2.804 – Expenses and Reimbursements – on first reading.
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